Club Sports Manual

CLUB SPORTS

PROGRAM

POLICIES

AND

PROCEDURES

Approved

Recreational Sports & Fitness, the Department of Athletics & Recreation

AMERICAN UNIVERSITY Washington, District of Columbia

2016-2017

Revised August 2016

INTRODUCTION

The Club Sports program is sponsored by Recreational Sports and Fitness, a unit of the

Department of Athletics and Recreation, and consists of all recognized clubs. The Club

Sport program compliments the University’s intercollegiate athletic programs, intramural

activities, physical education class offerings, and fitness center programs. The Club Sport

Program is administered by the Director of Intramural and Club Sports who offers

professional guidance to the clubs. Each club is formed, developed, governed, and

administered by the student membership of that particular club working in conjunction with

the Club Sport Office. The key to success with this program is student leadership, interest,

participation and involvement. Club Sports are governed by the rules and regulations

established for all recognized student organizations on the American University campus

and by those established by the Office of Recreational Sports and Fitness.

This handbook has been prepared to assist clubs in the administration of their program. The

officers of

each club are required to become familiar with this handbook. Situations involving Club

Sport business or any activities that are not covered in this handbook should be referred

directly to the Club Sport office. Information in this handbook is subject to change. New

policies, procedures or additions/changes to existing policies or procedures made due to

unforeseen circumstances during the academic year shall be deemed official even though

not printed in this publication. These additions/changes will be available on the Club

Sports website and distributed through e-mail to the Club presidents.

PURPOSE OF THE CLUB SPORT PROGRAM

The Club Sport Program promotes student participation in a variety of physical and athletic

activities and gives students opportunities to engage in the activity of their choice at various

skill levels. Club Sports contributes to the development of student leadership and provides

a common bond between individuals. While the Office of Recreational Sports and Fitness

assists in the development and growth of Club Sports, the emphasis of the program is on

student leadership and involvement. The success of Club Sports is dependent upon student

interest, involvement, and financial responsibility.

DEFINITION OF A CLUB SPORT

A Club Sport is defined as a registered student organization that exists to promote and

develop interest in a particular sport or physical activity with competition against other

institutions of higher education. Club Sports are strictly voluntary. Involvement in a Club

Sport enhances the student’s college experience and contributes to the student’s overall

education. Club Sports are officially sponsored by American University through the Office

of Recreational Sports and Fitness. Sponsorship requires supervision and assumption of

responsibility for all Club actions and activities.

ROLE OF THE DIRECTOR OF CLUB SPORTS

The Assistant Director of Intramurals & Club Sports serves primarily as an advisor and

resource person for Club Sport leaders and is available to assist student representatives with

Club business. It is the Assistant Director’s responsibility to monitor Club activities to

ensure all University procedures are being followed, to assist Clubs in implementing sound

safety practices, to manage Club funds in accordance with

University fiscal policy, to facilitate Club activities and to ensure the policies and

procedures are followed. The Assistant Director will allow Clubs as much freedom to

operate as possible, provided they operate within the regulations and guidelines herein. The

director shall have the ability to make decisions on items not specifically covered in this

manual with the consultation of the Director of Recreational Sports & Fitness.

CLUB RESPONSIBILITIES AND REQUIREMENTS

The responsibilities listed below should be considered guidelines and not a complete listing

of the representative’s duties. Anything pertaining to the relationship between the Club and

the Office of Recreational Sports and Fitness is the responsibility of the student

representative. Each Club should appoint or designate a responsible student representative

to perform the following duties:

1. Assure that all club members have personal health insurance and submit a copy of

their insurance card to the Club Sport Office or upload a copy of their insurance

card to the Club Sports website.

2. Develop and maintain an accurate membership roster at the beginning of each

semester and submit it to the Club Sport Office. Changes to the roster should be

updated throughout the semester as needed.

3. Check, on a weekly basis, the Club’s mailbox located in Sports Center Room G-03.

4. Inform Club members of policies, expectations, emergency procedures, and other

regulations that must be followed. Monitor all Club events, assuring that all policies

and procedures are followed.

5. Meet with Director to plan and obtain approval for travel, publications, equipment,

t-shirt designs and other Club business.

6. Required forms should be submitted completely and promptly.

7. Ensure that the Club continues to remain in good financial standing.

8. Report any injury that occurs at any Club event to the Club Sport Office within 24

hours.

9. Submit a Semester-in-Review report to the Club Sport Office at the end of each

semester, articulating tournaments/competitions participated in and any

achievements or notable competitive performances.

10. Maintain complete inventory records of Club equipment and update the Club’s

inventory when requested by the Club Sport Office. Inventories must include all

items purchased by American University.

11. Every Club must submit a current copy of the Club’s constitution at the beginning

of the Fall Semester to the Club Sport Office and update the constitution for

approval by the membership as needed.

CLUB OFFICER ELECTIONS

All clubs are required to have their officer terms run from May 15 until May 14 of the

following year. If any officer plans on studying abroad or is otherwise absent for any less

than the entire academic year, a co-chair must be assigned to the same position to serve

concurrently with the same officer.

(For example, if Talon the Eagle runs to be President of his Club, but will study abroad in

the Spring of the academic year, a Co-President must be elected to serve alongside Talon

for the Fall semester and execute duties during the Spring).

Club elections will be completed no later than April 15

for the upcoming year. Election

procedures will be set by each individual club’s constitution. Each club must have a

President, Treasurer, and Safety officer. The Safety officer must be CPR and AED certified.

CPR and AED training will be provided by American University free of charge. No individual

can hold more than one of these offices concurrently.

SAFETY PROCEDURES

To provide a safe and positive recreational experience for all participants, it is necessary to

anticipate situations to prevent accidents and injuries. It is strongly recommended that

every Club Sport develop, implement and practice the following safety policies:

1. Club Sport officers, Club members, coaches, and instructors should emphasize

safety during all Club-related activities.

2. Encourage all Club members to have a physical examination prior to

participation.

The national

associations governing some sports offer supplemental

accident and liability insurance for members. Check to see if your activity provides

or offers this type of coverage.

3. Review the Club’s emergency procedures with the Club Sport Office.

4. Inspect fields and facilities prior to every practice session, game, or special event.

Report unsafe conditions to the proper managing authority. Do not use facilities or

equipment if they appear unsafe.

5. Have at least two members certified in First Aid and CPR available at Club

practices, games, and events.

6. Submit an injury report for injuries that occur to Club members during Club events

or practices. These reports must be submitted to the Club Sport Office within

24 hours after the occurrence. Injury Report form is available in the Club Sport

Office or online.

7. Swim Tests: All club members involved in an aquatic activity should pass a

swimming test prior to becoming accepted into the Club. Arrangements for pool

time for testing and suggestions for the appropriate swim test to be administered

should be discussed with the Club Sport Office. The following Clubs must conduct

swim tests: Crew, Sailing, and Water Polo.

8. Each Club should have their American University-issued first aid kit available

during all practices and events. These University-issued first aid kits will be loaned

to each at the start of the year. First aid kits will be returned to the Club Sports

office at the end of each academic year. Clubs will be billed for any lost first aid

kits or materials

American University and the Office of Recreational Sports and Fitness cannot be

responsible for any injury or property loss incurred by participants while involved in

any Recreational Sports program.

ELIGIBILITY

All guidelines governing the Club Sport Program are written to protect the rights and safety

of each participant and are designed to provide fair and equal opportunity for all persons

eligible to participate in Club activities.

Membership

1. All currently enrolled American University students must be given the opportunity

each

semester to

join a Sport Club. Members must recognize that only a certain

number can realistically engage in competition. Only student members of a Club

may hold an office in the Club and vote on Club matters. Some Clubs may have

participation restrictions due to conference and/or league affiliation.

2. Members of the faculty/staff may apply for affiliate Club membership.

Faculty/Staff Club affiliate members may not hold an office within the Club, or

vote on Club matters or in elections.

3. Each member and coach (including affiliate members) of a Club Sport must

complete a Membership packet, submit a copy of their current medical insurance

card (both must be on file with the Club Sport office), pay club dues, and be listed

on the Club’s membership roster before he/she is recognized as an official member

of the Club Sport.

4. Athletic scholarships are not awarded by the Office of Recreational Sports and

Fitness for Club Sport participation.

5. Intercollegiate athletes are eligible for membership in a Club Sport without

restrictions due to intercollegiate team affiliation except by any regulations set by

the NCAA and/or the varsity team.

Certification of Eligibility for Competition

1. All Club Sport teams must abide by Conference, Regional, State, NIRSA or NCAA

rules and regulations in competition that has such guidelines.

2. Teams competing in NIRSA Sport Club tournaments must meet the eligibility

requirements set forth by NIRSA. These requirements can be picked up in the Club

Sports Office.

3. Club teams desiring to enter competition may be required to obtain certificates of

eligibility from the University before entries are accepted. Individual Club

members should request certification in person at the Registrar’s Office, located in

the Asbury building Room 200. Please allow up to three weeks for the certification

process to be completed.

CLUB STATUS

The Club Sport program is structured with two tiers of Club membership status:

I. Conditional Membership

II. Full Membership

Conditional Membership

The conditional tier is designated for Clubs in their first year of organization within the

Club Sport

program. Conditional Clubs will have one year to demonstrate stability in terms of Club

administration, student interest, and support in terms of having the appropriate number of

active Club members. Financial assistance from the Office of Recreational Sports and

Fitness is NOT available for conditional Clubs. Upon successful completion of

conditional status, a Club will automatically be elevated to the Full level.

Criteria

Ability to maintain a membership of at least 10 (or the minimum number required by

the activity)

active student members

Demonstrate effective Club leadership

Complete financial self-support

Full Membership

The full tier is designated for all Clubs not under the conditional tier. Clubs submitting a

budget proposal

according to the guidelines set forth in the Budget Appropriation section will be able to

receive some funding.

Criteria

Demonstrated effective Club leadership for one year or longer

Primarily self-supporting organization with most funding raised by the Club

Demonstrated commitment to Recreational Sports and Fitness and American University

by following prescribed policy and procedures.

Maintaining Full Membership

In addition to the criteria listed above, a Club’s continued Full Membership status depends

on the purpose, goals, and longevity of the Club. The Club Sport Office will review each

Club’s status at the end of each spring semester.

To retain sponsorship, the following general requirements must have been met:

1. Student interest in the Club was demonstrated by a membership of either (1) seven

active members, or (2) the minimum number of members (over 7) needed to

participate in the activity.

2. The Club is actively participating in tournaments or part of a league. Clubs that do

not compete within the academic year will be dropped to conditional status for one

year. During the ‘conditional year’ the club must compete locally or regionally (will

not be eligible for national tournaments) to regain full membership.

3. Clubs that are inactive for two years will lose accrued funding

4. The Club was represented at all meetings.

5. The Club’s purpose and activity continued to be consistent with the Office of

Recreational Sports and Fitness’ purpose and philosophy.

6. University and Club Sport guidelines as outlined in this manual were followed.

7. Clubs must collect at least $25 in dues from each active member each semester and

deposited into the Club bank account.

8. An accurate inventory of equipment was maintained and kept on file in the Club

Sport Office.

9. All Club equipment was maintained, issued, accounted for and stored adequately.

10. The Club Sport Office continues to have the necessary resources to supervise the

Club and its activities.

11. All appropriate forms were filed as directed at the specified time during the year.

BECOMING A SPONSORED CLUB SPORT

Any group of students with a collective interest in a sport or activity has the ability to start a

new Club Sport. The process for doing so is outlined in the steps below. If you have any

questions, comments, or concerns with the process, please feel free to contact the Club Sports

Office for assistance.

1. Ensure that students are willing to serve as “Officers” for the Club. Officers are the

main leadership of the Club. The required officers are President, Safety Officer and

Treasurer.

2. Recruit interested athletes by promoting and conducting an informational meeting

on campus.

3. The new Club will be required to collect dues from each member of at least $25 to

cover any start- up costs for the club.

4. The new Club will be required to meet monthly with the Director of Intramural and

Club Sports to discuss the progress and status of the Club.

5. The Club will be under evaluation for an entire year in regards to meeting

attendance, paperwork compliance, and following of policies and procedures.

6. Clubs serving their 1 year Conditional Period are not eligible to receive funding.

PARTICIPATION IN CLUB SPORT NATIONAL CHAMPIONSHIPS

American University is an institutional member of NIRSA, Leaders in Collegiate

Recreation. NIRSA conducts national championship events for Club Sports. If NIRSA is

conducting a national championship in a particular activity, the Club Sports office will only

support a Club Sport’s participation at the NIRSA event. A Club Sport may not

represent American University at a non-NIRSA sponsored national championship

unless there is no championship in that activity conducted by the NIRSA. The NIRSA

currently conducts championships in Flag Football, Basketball, Soccer, and Tennis.

Clubs competing in national championships will incur the cost of the Assistant Director or

other Univeresity official to serve a chaperone to the event. Clubs are required to contact

the Assistant Director at the beginning of the season to discuss plans to participate in

national tournaments.

Only Clubs with Full Membership status are eligible to participate in national tournaments.

THE COACH’S ROLE AND RESPONSIBILITY

Securing a Coach/Instructor

If a Club wants to use the services of a coach/instructor, prior to the semester the

prospective coach/instructor must complete the following forms:

1. Professional Service Agreement (paid coaches)

2. Volunteer Coach’s Agreement (non-paid coaches)

3. Participant Registration Form

4. Waiver Form

5. Proof of Medical Insurance (both sides)

6. Copy of Driver’s License (both sides)

7. Application for University Driving Privileges (including Motor Vehicle Record

Verification Disclosure)

Coaches will not be permitted to participate in any club activities until the above forms are

received.

The coach or instructor is neither an employee of the Department of Athletics and

Recreation nor

American University.

Coach/Instructor Conduct

Although coaches/instructors are not employees of the University, they will be expected to

adhere to all

University policies including sexual harassment. Club’s Executive Boards are allowed to

terminate coaches for conduct violations at the Club’s discretion.

Responsibilities

1. Each coach must complete a participant registration form, waiver form and submit a

copy of their driver’s license and current medical insurance card.

2. It is recommended that all coaches possess personal medical and liability insurance.

3. The coach must be aware of and follow all University and departmental procedures

relative to the Club Sport program.

4. The coach should restrict his/her contributions to coaching and refrain from

activities involved in the Club’s management. A Club Sport is first and foremost

a student organization and, as such, the student representative (not the coach)

must serve as the liaison between the Club and the Club Sport Staff. The

philosophy and key to the success of the Club Sport program has been the continued

emphasis placed on student leadership and participation.

5. Club business matters (hosting tournaments, submitting forms, equipment requests)

must be handled by the student members with the coach serving in an advisory

capacity. Club activities and events should be a team effort and not left solely to the

coach or student representatives.

6. Participation in the Club Sport Program is completely voluntary; therefore monetary

rewards or scholarships shall not be promised or given to any member or

prospective member by the coach.

7. Coaches must help ensure good sportsmanship at all times. Individuals must always

conduct themselves in a manner that does not detract from the reputation of the

University. This includes behavior in game situations, contact with other teams and

even interaction with staff. When involved in off-campus events or when traveling,

be aware that the Club is still representing the University.

8. Coaches should refrain from making appointments with Athletics and Recreation

Department staff without first informing the Director of Intramural and Club Sports.

Coaches should refrain from contacting the Director of Intramural and Club Sports

without first talking to the club president.

9. The Club Sport staff has the right and obligation to protect the Club, and if, in the

staff’s opinion, the coach is not working in the best interests of the Club, the coach

will be relieved of his/her coaching duties.

10. Coaches must be recommended by Club members and must submit a new

information form each academic year in order to coach. Continuation of coaching

status is not automatic.

THE PRESIDENT’S COUNCIL

The American University Club Sport President’s Council is a student advisory group that

assists in the

Club Sport Office in administering the Club Sport program.

Duties

1. Serve as an appeal board and rule on Club appeals regarding decisions made by the

Club Sport staff.

2. Make recommendations regarding revisions to the Club Sport Manual for the

following year.

3. Make recommendations, offer advice and assist in the decision making process in

other matters when requested to do so by the Club Sport staff.

Membership

1. The Assistant Director of Intramural and Club Sports, the Director of Recreational

Sports & Fitness and all Club Presidents.

2. The Directors will be non-voting on the council, but may take part in discussion.

3. The Director of Intramural and Club Sports or his/her delegate will serve as

chairperson for regular meetings. For appeals, the chair will be rotated among

student members.

4. Club Presidents may designate a representative from their Club to serve in their

place.

5. In cases of tie votes in regular meetings, the Director of Intramural and Club Sports

or their delegate will vote to break the tie.

CLUB SPORT RIGHTS AND EXPECTATIONS

Each Club Sport has the obligation to have the approval of the Club Sport Office prior to

acting on items, issues, or ideas that are not covered in this handbook. If a Club chooses to

act independently, they risk losing sponsorship. Club social events are not sponsored by

Recreational Sports and Fitness and must NOT be advertised as part of the Club’s

official activities.

STANDARDS OF CONDUCT

The basic concept underlying the University’s code of conduct is that students, by enrolling

in the

University, assume an obligation to conduct themselves and their organizations in a manner

compatible

with the University’s function as an educational institution. Individuals must always

conduct themselves

in a

manner that does not detract from the reputation of the University.

This includes behavior in game situations as well as contact with other teams and event

staff. When involved in off-campus events or when traveling, be aware that the Club is still

representing the University and bound by the Student Code of Conduct.

Individual Accountability

Students will abide by tenets of the Student Code of Conduct, Club Sports Policies and

Procedures, and the constitution of the club. Any violation of the aforementioned

documents will result in disciplinary action. Violations of the Student Code of Conduct will

be handled by the Dean of Students Office, Club policies

by the Assistant Director of Intramural & Club Sports, and club constitutions by the

Executive Board. Appeals of the Executive Board will be heard by the president of the club

and elevated to the Assistant Director of Intramurals and Club Sports if necessary.

DISCIPLINE PROCESS

Violation of or non-compliance with University policies, campus regulations, Club Sport

procedures, or standards of conduct may result in loss of membership or other disciplinary

action against the Club Sport involved. The discipline process has been developed to assist

Club leaders in correcting mistakes that have caused problems for the Club and the

University.

Minor Infractions (examples would be non-attendance at meetings or failure to submit

required forms on time)

1. First Infraction – if the violation is the Club’s first during the current academic year,

and the Club

is not on probation from violations committed the previous year, the following steps are

taken:

a. The Club is placed on probation for a designated period of time or until the Club

corrects the situation.

b. The Club Sport staff will notify the Club stating:

The reason for the probation

The length of the probationary period

The possible consequences the Club will face if additional infractions occur

2. Two or more Minor Infractions

a. The Club’s funds may be frozen and/or a part of the Club’s allocation may be

forfeited.

b. The Club Sport staff may take any action deemed appropriate, including

determining the amount of allocation forfeited by the Club.

c. The Club is notified in writing.

d. The Club is notified of their right to appeal.

Major Infractions (these include Club actions that are outside of acceptable standards of

conduct or are in violation of the Club Sport or University’s rules, guidelines or Code of

Conduct)

1. Examples of major infractions include, but are not limited to, the following

situations:

a. Displaying conduct that is incompatible with the University’s function as an

educational institution and the purpose of the Club Sport program (i.e.

unsportsmanlike conduct toward officials or opponents or disruptive behavior on

trips).

b. Misusing Club funds and/or abusive use of Club funds.

c. Allowing ineligible individuals to participate in Club activities.

d. Compromising the safety of club members while traveling.

e. Transporting and/or consuming alcohol or illegal substances while on official

club trips.

2. For all major infractions:

a. A meeting with the Club officers and the Club Sport staff is scheduled.

b. Input from appropriate administrators and staff members is solicited when

appropriate.

c. The Director of Intramural and Club Sports and/or the Director of Recreational

Sports

and Fitness determine(s) the disciplinary action to be taken.

d. The Club is notified in writing of the decision and is advised of their right to

appeal the decision.

Disciplinary Actions

Possible disciplinary actions that may be taken against a Club for infractions include:

1. Probation

2. Frozen funds

3. Loss of funding

4. Loss of travel privileges

5. Loss of Club sponsorship

Notification of disciplinary action is placed in the Club’s mailbox in the Club Sport

office. In the case of extreme misconduct, clubs and/or individuals will be referred to

Student Conflict and Conflict Resolution Office.

APPEAL PROCESS

The appeal process exists to insure that all disciplinary actions taken against club

organizations are equitable. The person/council to whom a disciplinary decision is

appealed will review the previous decision and rule on its appropriateness given the

infraction(s) committed. With the concept of equity in

mind, be forewarned that appeal of a disciplinary decision that seems extreme to the Club

could result in an even stiffer penalty being levied by the person/council who hears the

appeal. To file an appeal, follow the appropriate steps listed below:

1. Decisions of the Director of Intramural and Club Sports on minor infractions may

be appealed to the President’s Council by following these procedures:

a. Written notification from the Club representative to the Director of Intramural

and Club Sports indicating the Club’s reason for the appeal and any

circumstances related to the situation that caused the infraction must be

submitted within (72) seventy-two hours after the notification is placed in the

Club’s mailbox and by e-mail to the Club president.

b. A hearing will be scheduled with the Executive Council. Copies of the Club’s

appeal statement will be distributed to the Board members. Upon hearing the

case, the Council will uphold, reject or modify the Director’s decision.

c. Decisions by the Executive Council are final except in cases where the Club’s

sponsorship is in question or any other major infraction at the discretion of the

Director of Recreational Sports and Fitness.

2. Decisions regarding loss of sponsorship or major infractions may be appealed to the

Director of Recreational Sports and Fitness as outlined below:

a. Written notification from the Club representative to the Director of Recreational

Sports or his/her delegate indicating the Club’s reason for the appeal and any

circumstances related to the situation that caused the infraction must be submitted

within (72) seventy-two hours after the notification is placed in the Club’s mailbox

and by e-mail to the Club president.

b. The Director of Recreational Sports & Fitness may choose to hear the appeal or

deny the request.

c. If the Director chooses to hear the appeal, then a meeting will be scheduled in order

to present an oral appeal to the Director of Recreational Sports and Fitness.

d. The decision of the Director of Recreational Sports and Fitness is final.

THE CLUB SPORT OFFICE

Director of Intramural and Club Sports

The Director will provide assistance in planning the Club’s activities and scheduling

competitions

with other

universities’ Club Sports and teams. Prior approval of Club

activities including travel, events, publicity, budget expenditures and facility reservations is

required. The Director is available for consultation regarding any aspect of your

organization. If the Director cannot assist the Club, the Club will be referred to an office

that can. The responsibility to seek assistance of the Director is that of the student

representatives. Club representatives should schedule an appointment with the Director to

assure needed attention is provided. Call or e-mail at least 24 hours in advance to make an

appointment.

Mail Collection

Mail boxes for each Club are provided in Sports Center, Room G-03. Any letters, phone

messages,

or notes

regarding the Club that come to the Department of Athletics and

Recreation or the Club Sports office will be placed in the Club’s box. Mailboxes should be

checked at least once a week. Letters from prospective students interested in American

University and in a particular sport should be answered by the Club secretary, student

representative or a Club member appointed to respond to these letters. The Club Sport

Office will type the responses if legible drafts are submitted. Each Club will be provided

reasonable

amount of postage to mail out official Club material.

Mailing Address

Attn: Club Sports Director (Dwayne Wilkerson)

Sports Center G-03

4400 Massachusetts Ave, NW

Washington, DC 20016

Telephone Procedures

Long distance phone calls concerning a Club’s business (competition, equipment order,

etc.) can be made

in the Club Sport office. The Club Sport staff will assist in placing the calls for the Club.

Typing and Duplication Services

Typing and duplication services are available through the Club Sports office. All requested

work must be approved by the Director of Intramural and Club Sports and at least five

working days’ notice should be given. The services will be done if the work schedule of

staff allows time and if the original copy is well written and legible. Clubs may request

duplication services from the Club Sport office. The availability of this service is based

upon copier load and amount to be copied. Clubs will be allotted a fixed amount of white

paper for duplication each academic year. Once a Club has used its allocation, it may

purchase paper to use in the process and bring in to the Club Sports office or the Director of

Intramural and Club Sports

will charge the club at a rate equal to the cost of the paper per copy.

FACILITY RESERVATIONS

Club Sports may request the use of Recreational Sports facilities for activities. Requests

must be made through the Club Sport Office and approved by the Director through

coordination with the Director of Facilities and Operations. Clubs must alert (via

email) the Club Sports office as far in advance as possible to improve the likelihood of

available space. All facilities are shared with Athletics and the Department of Health &

Fitness which makes availability somewhat limited. It usually takes one to two weeks

before a facility reservation request can be confirmed or denied. Dates will be set aside for

Club competition on campus. Clubs will be notified of the dates and number of times that

are available to them prior to each semester. Clubs wanting to reserve meeting space in

other

spaces on

campus should use the room reservation process through the University

portal.

Expectations When Using University Facilities

Any time a Club has reserved a facility, it must be used. If the Club cancels a practice,

game, or any reservation, the Club representative must contact the Club Sport staff at least

24 hours before the reservation is in effect. Failure to use a reserved area jeopardizes the

Club’s ability to reserve facilities for future use. Clubs are responsible for set-up and

cleanup of all sites. Clubs are not allowed to have amplified sound at any outdoor sporting

event on campus without prior approval by the Director of Facilities and Operations.

Misuse of equipment and facilities (including not using reserved space, and/or neglect in

following facility-use procedures) as well as inappropriate conduct and actions while

participating in any Club Sport related activity, will jeopardize the Club’s continued

sponsorship as a Club Sport. Alcoholic beverages are not permitted at any Athletic

facility. It is the Club’s responsibility to monitor all Club events (including the actions

of spectators) to assure that alcoholic beverages

are not

on site. Games may be

delayed until the problem is corrected or may be canceled if the situation is not

addressed.

Any Club hosting an event on campus may be required to have a Club Sport Supervisor to

be onsite during the match. This supervisor will be responsible for making sure that Clubs

follow proper Club and University procedures. Clubs may be required to cover the cost of

having a Club Sports Supervisor at their contests.

CLUB FINANCES

Funding

Because Club Sports receive limited funding from the University, each Club Sport is

required to develop a revenue plan to fund operations. Club Sport funds must be used for

the benefit of the entire group. Revenue for Club Sports will normally come from the

following sources:

1. Membership dues

2. Fundraising activities

3. Budget allocation from the Club Sports office

4. Donations from individuals and corporations

All fund raising activities (whether on or off-campus) require specific prior approval from

the Club Sports office.

Each club has their own account through the University. The account is capable of

withdraws and deposits. Clubs may not have personal checking or savings accounts

off-campus. Clubs are not permitted to obtain accounts outside the university to

include PayPal, online accounts, etc. Clubs found in violation of this policy could

result in the freezing of club funds.

Clubs seeking financial assistance from Recreational Sports and Fitness must submit a

budget request to the Club Sport office. The Club Sport office is allocated a budget each

year. From this budget the funds are divided among the Clubs using the budget

appropriation process. The fiscal year runs from May to April. Requests for each fiscal

year are due in early spring. Additional requests may be made at any time during the year,

but there is no guarantee that funding will be available for the Club after the February

deadline. Any team dues, donations, fundraising, or other income can be deposited into this

account. Any remaining funds will carry over to the next fiscal year.

Dues

Each club is required to collect at least $25 per member per semester. These funds are to

the deposited to the Club’s bank account via the Club Sports Office Clubs will outline in

the constitution a schedule for dues payment. Participants in noncompliance of club dues

will be immediately suspended from participation. Participants could incur an academic

hold on their account for noncompliance of club dues. Please note that once club dues are

paid, there are no refunds given.

Appropriate and Inappropriate Expenditures for University Funds

All expenditures for Club Sports must have prior approval of the Club Sport Office.

Clubs not receiving prior approval will not be reimbursed from Club funds to cover

costs. Possible expenditures for a Club are: equipment, travel, officials, entry fees, dues, t-

shirts, coach’s stipends, and uniforms. Funds may not be used for social events.

Returned Checks

Any Club Sport submitting a check that is returned for any reason will be charged a $25

returned check fee, as well as the money being deducted from their account. In order to

resubmit that money, the Club must submit the original amount and the $25 returned check

fee separately in cash.

Fundraising

All fundraising must be approved by the Director of Intramural and Club Sports prior to the

fundraiser. All clubs must reach their team fundraising goal each semester. Clubs must

fundraise 60% of their allocation per academic year. Each club will be required to conduct

2 fundraisers per semester and 5 for the academic year. Failure to comply with this policy

can result in loss of Full Membership privileges for the next year and a loss in funding.

Donations

Clubs are encouraged to conduct donation campaigns to alumni, businesses, or entities not

associated with American University. Clubs are not permitted to solicit door-to-door or

conduct mail campaigns to residents in the any community. The office of development

works in concert with the Assistant Director to draft donation letters for clubs to use. Clubs

interested in participating in a donation campaign are encouraged to meet with the Assistant

Director.

Clubs should use the following information as guidelines for fundraising on campus. This

information is taken from the Student Activities handbook:

Sales of Goods or Services

This includes car washes, bake sales (items from a licensed kitchen only), candy sales, etc.

A housecleaning or odd job service is acceptable. If you plan to sell any sort of product on

campus, you will need to submit a Vending Approval Form to the Club Sports office. This

form should be turned in at least 3 weeks prior to when you would like to sell the items.

This approval form ensures that you are not selling an item already available on campus or

violating any campus contracts.

Sponsoring Sales/Marketing Groups on to Campus

Student groups may sponsor an outside vendor to come to campus in order to sell items or

market their products. If groups do this, they can receive either a portion of their profits

while on campus, or part of the fee charged for the outside vendor to market their products

or services on campus. In order to do this, you will need to submit a Vending Approval

Form to the Club Sports office. Again, these forms must be submitted three weeks prior to

when you would like the vendor to come to campus. The vendors cannot conflict with any

contracts the university already has, nor can they sell items already available on campus. If

you have any questions, contact the Director of Club Sports.

Special Events/Raffles

We recommend that you meet with the Club Sports office before trying innovative fund-

raisers, so that your group can investigate any potential pitfalls before proceeding. Many

ideas may require a D.C. Government license. A drawing or other random method of

distributing prizes may be used for fund-raising only if it is possible to obtain a chance

without purchasing a ticket. If the only way to win a prize is by purchasing a chance, then

this is gambling and is prohibited unless a permit is obtained from the DC Lottery and

Charitable Games Control Board. Work with the Club Sports office to obtain the permit.

THE BUDGET APPROPRIATION PROCESS

General Information

Budget requests are for the following academic year. Budget allocations are made from

best projections of the club’s current and ongoing activity as well as anticipated

competition. If major changes are expected in the future, indicate why. Attach as much

supporting documentation as is feasible. Make requests self-explanatory. Each Club’s

previous year budget request is available for review.

Completing the Budget Request Form

1. Club Operating Expenses: List expenses associated with the daily operation of the

Club. Include expenses incurred in recruiting new members, communicating with

the membership, publicity and any other costs associated with maintaining the Club.

2. Competition Expenses: Include all expenses to participate in these contests, such

as League/Association dues, officials/judges costs and facility rental fees.

3. Travel Expenses: Calculate transportation to and from the site (vehicle rental,

airfare, fuel, mileage, and lodging). Do not include meals. Listed below is some

useful travel information.

Van Rental: $90-130/day plus mileage

Lodging: $90-120/room/night, 4 persons to a room.

Please remember to account for the cost of gas and gas mileage when traveling.

4. Equipment: List any equipment the Club would like to purchase for general Club

use. This list should not include any “personal equipment” such as t-shirts or shoes.

Please also indicate the life expectancy of this equipment. Any equipment

purchased with University funds becomes the property of the Department of

Recreational Sports and Fitness for the Club’s use.

5. Dues: How many members are expected? What amount of dues will the Club

charge? Will this be a yearly charge or a charge per semester?

6. Donations: Does the Club plan on soliciting donations? If so, list all estimated

donations both corporate and private along with how they will be solicited.

7. Corporate Support: List all potential corporate support, including cash donations,

equipment or discounts the Club expects to solicit next year. Include the company’s

address and contact person.

8. Fundraising: List all potential fundraisers including expected expenses and

revenue.

Timeline

1. Each club submits a budget request to the Club Sport Office. Budget requests will

be submitted in early spring.

2. Each request is reviewed and analyzed by the President’s Council to determine each

Club’s adjusted request. A presentation is scheduled mid-Spring Semester with the

President’s Council for each Club submitting a budget request. At that meeting, the

Club will make an oral presentation of their budget for the upcoming year.

Inappropriate and unjustified expenditures will be deducted from the original

request.

3. The President’s Council will use the following criteria in determining the

recommended funding level:

a. Number of participants and dues charged

b. Fundraising activities

c. Costs associated with the Club

d. Anticipated needs

4. The recommended funding levels will then be forwarded to the Director of

Intramural and Club Sports who, in consultation with the Director of Recreational

Sports and Fitness, will make the final budget allocations using above

recommendations and criteria. The Club will then be notified of their allocation for

the upcoming year.

PURCHASING PROCEDURES

If the Club desires to purchase equipment, arrange a meeting with the Director to seek

approval and process the order. All purchases must first receive approval of the Club

Sports assistant director. Do not purchase any item before meeting with the assistant

director to have proper purchasing procedures outlined. It takes time to process

purchase orders; seek approval well ahead of the date an item is need. There are several

ways in which goods/services can be purchased. All equipment purchases become the

property of American University.

Purchase Order

To obtain goods/services through a purchase order the following steps must be used:

1. Complete a Purchase Request form including the Club treasurer’s signature.

2. Attach the price quote including the vendor’s name, date, items requested with

serial/model number, and amount of purchase (all new vendors must submit a W-9

form).

3. Submit the form to the Assistant Director of Intramural and Club Sports.

4. A purchasing request will be created.

5. A purchase order will then be sent to the vendor from the University.

6. The product will then be shipped to the Club Sport office and the Club will be

notified upon arrival.

Credit Card

A University credit card may be used to purchase goods/services with a total cost under $500

or when traveling to cover travel expenses. The use of credit cards is limited and secured in

the order in which completed paperwork is received.

1. Complete a Credit Card Request Form including treasurer’s signature.

2. Attach the price quote including the vendor’s name, date, items requested with

serial/model number, and amount of purchase if not for travel

expenses.

3. Submit the form to the Director of Intramural and Club Sports.

4. Collect all receipts that total $50 and over, and complete the Credit Card Use form.

5. Submit the Credit Card Use form as well as all original receipts by noon on the first

business day upon completion of use.

Pre-Payment

Pre-Payment is used to purchase goods/services for which payment is needed prior to

receiving them.

1. Complete a Purchase Request form including the Club treasurer’s signature.

2. Attach the price quote including the vendor’s name, date, items requested with

serial/model number, and amount of purchase (all new vendors must submit a W-9

form).

3. Submit the form to the Assistant Director of Intramural and Club Sports.

4. A purchasing request will be created.

5. A check will be mailed to the vendor directly from the University.

6. The product will then be shipped to the Club Sport office and the Club will be

notified upon arrival.

Disbursement Request

Disbursement requests are used to reimburse Club members for club-related costs over $20.

1. Complete the disbursement request form including the Club treasurer’s signature.

2. Attach all original receipts taped to a sheet of paper.

3. Submit the form within 14 days to the Director of Intramural and Club Sports.

4. Check will be mailed to Club member within 3-4 weeks.

All requests for reimbursement must be submitted within fourteen (14) days of the

purchase/trip, or it will not be reimbursed. Failure to submit the proper form will delay

in the reimbursement process.

EAGLEBUCK MACHINE USE

Clubs may request use of the Wireless Eaglebuck machine to use during fundraisers. The

machine is reserved on a first come, first served basis throughout the semester. Clubs

wishing to use the machine need to complete the following steps.

1. Complete the Eaglebucks Machine Checkout Request Form.

2. The form must be signed by an e-board representative.

3. Receive confirmation from the Director of Intramural Club Sports regarding date

and pick-up time.

4. E-board representative must pick-up machine and all accessories at assigned time.

5. E-board representative must return machine and all accessories by the assigned

time. Money will be credited to club account within 3 days upon return.

6. Clubs must report exact total earnings upon returning the machine to the Director of

Intramural Club Sports.

Clubs failing to follow proper procedure may be prohibited from further use of the

machine.

AUDIT OF CLUB ACCOUNT

During each academic year, each Club Sport may be audited by the Club Sports Office to

ensure that proper paperwork is being maintained. Club treasurers will be notified in

writing one week prior to the meeting. At that meeting, the treasurer will be required to

submit all financial paperwork and documents showing the accounting of the Club’s

finance through the current fiscal year.

EQUIPMENT AND STORAGE

All equipment should be kept in good working order. Any unsafe equipment should be

reported (returned, if possible) to the Club Sport office immediately.

Limited storage space is provided for Clubs to store their equipment. All equipment stored

at the university over the summer must be picked up by a club representative on the first

day of classes at

the beginning

of the Fall Semester.

Approved Logos

Club Sports as part of the unit of Recreational Sports & Fitness in the department of

Athletics & Recreation only has access to the logos below. Unique logos can be used in

very special circumstances but must first approved by the Assistant Director.

Uniforms

Clubs may purchase uniforms to be worn during competitions. All uniforms become

property of American University Recreational Sports & Fitness. Uniforms may only use the

approved secondary logos of the department of Athletics & Recreation. Clubs may use their

name on the uniforms however the text must read ‘Club’ on the uniform. Many clubs use

their name under the approved logos for their uniforms. The Assistant Director has final

authority as it relates to all club uniform procedure.

Inventory

An equipment inventory form for each Club is kept on file in the Club Sport office. The

Club Sport staff will monitor the equipment inventory list. The Club representative is

expected to conduct a thorough, hands-on inventory and complete the inventory form at the

end of each spring semester. This includes jerseys, balls, pads, boats, and motors, etc.

Laundry Services

There is no mechanism for club laundry to be done. All clubs are responsible for laundering

their uniforms.

TRAVEL REGULATIONS AND PROCEDURES

The Club Sport staff will assist Clubs with their travel plans. Club members must receive

approval prior to departure and have sufficient funds to cover travel expenses prior to the

trip. All clubs must make travel arrangements through the Club Sports Office. Clubs

failing to make travel arrangements through the Club Sports Office will not be allowed to

use University funds for the trip along disciplinary action being taken. Club Sports will be

using DSE Event Center to plan trips, an online travel platform. The platform will provide

all necessary documentation for travel online.

Approvals

The Club Sport staff must approve all travel whether or not the Club intends to use

University funds.

Travel Roster/Itinerary Forms

Travel Roster/Itinerary Forms for any trip must be completed and filed in the Club Sport

Office 48 hours prior to departure or on the Thursday prior to departure for weekend trips,

whichever is earlier. If this form is not on file, the Club will not be eligible to receive

University funding for the trip and sanctions may be taken against the Club.

Alcoholic Beverages/Illegal Substances

The transportation and/or consumption of alcoholic beverages or illegal substances

are prohibited while traveling on University-sponsored Club Sport trips. Failure to

abide by this policy will jeopardize the Club’s sponsorship status. Students found in

violation of this policy will be subject to university disciplinary action through the

department of Public Safety, Student Conduct & Conflict Services, and the Dean of

Students.

Reimbursement

To receive reimbursement for travel from the Club’s account, original receipts must be

submitted to the Club Sport Office upon return. An original receipt is one on the

company’s letterhead with the correct date clearly indicated and the billing amount itemized

and clearly stated.

Upon return, the Club representative will fill out the appropriate paper work for members to

be reimbursed. For reimbursements to be valid charges must be $20 or larger. These

procedures can be found in the Purchases section. Disbursement requests generally take

between 14 and 21 days.

Methods of Travel

Rental Vehicles

The Athletic Department has a special agreement with Enterprise Car Rental to provide a

discount for any department rentals. In order to rent a vehicle for Club use, the Club must

provide the following details submitted in writing by e-mail to the Director at least a week

prior to travel. The information needed will be the date and time of departure, number of

vehicles, type of vehicles, driver names and ages, and date of return.

Zipcar Vehicles

The Athletics Department has a special agreement with Zipcar to provide car rentals as

necessary for Club Sports activity. Outlined below are instructions and guidelines provided

by Zipcar to start an account and use their service.

Need access to a Athletics and Recreation Zipcar?

Simply go to http://members.zipcar.com/auathleticsandrecreation and sign up. If you

experience any issues with the link you can go to www.zipcar.com/business and search for

the account by the name of “American University – Campus Transportation – Athletics and

Recreation”. While signing up you will need to enter your contact and driver’s license info.

**Before entering the link above, enter www.zipcar.com/reset to ensure there are no carry-

overs from prior attempted applications/account searches.

Cards and accounts will not work until authorized by the Assistant Director.

If you already have a Zipcar account

If you do, either through the AU student discount or elsewhere, simply email

[email protected], or call 1-866-4ZIPCAR and asked to be added to the AU

Athletics & Recreation account as well. If you already have an account you’ll have to

choose which account to bill to whenever you make a reservation as well, so pay close

attention to whether you’re billing to the Athletics & Recreation or your personal account.

This option will appear at the beginning of the reservation process in a drop-down menu.

How do I get my Zipcard?

At the end of the application process it will ask you how you want to receive your card,

please select the option which reads something to the effect of “Pick up at the Zipcar

office” Don’t worry, you won’t have to, they will actually be waiting for you at the AU

Athletics and Recreation dept.

Where to reserve a car from?

The vehicles that appear from “Asbury Hall” are set aside for the exclusive use of

American University Departments’ use, always attempt to reserve here before elsewhere. If

none are available there, you’re free to reserve any others that are convenient.

Before your reserve…

When you make reservations under the Athletics and Recreation account, you will have to

enter the purpose of your reservation in the Memo-field provided, this is to track usage of

the vehicles. You will enter your club name, followed by the purpose of the usage.

Example: “Women’s Crew Club – Practice”

How do I use Zipcar?

To make sure you know how it all works and zips, review the simple rules (below) and

watch the How-To video for Zipcar on this FAQs webpage http://www.zipcar.com/how

These two steps are required before you can start using Zipcar.

**Rules from Zipcar**

1. Returning on time- Our #1 complaint. Be sure to leave yourself enough time to

make it back to the home location, especially during rush hour. You can extended

your reservation through text (highly recommend using the txt alerts, go to My

Stuff>My Account>Contact Me to set your txt alerts), zipcar app (for iPhone or

android), or at 866.4ZIPCAR (866.494.7227).

2. Keeping the car clean and damage free- No one wants a dirty or damaged car, so be

sure to drive cautiously and remove all trash after your reservation is complete. If

you find a dirty or damaged car, call 866.4ZIPCAR to report it.

3. Maintaining a ¼ tank of gas- Our cars do a lot of driving, reward them with some

gas before your reservation ends. To avoid charges, be sure to leave no less than 1/4

tank. If you begin with less than this amount call us at 866.4ZIPCAR.

4. No Smoking- All smoking should be done outside of the vehicle. No exceptions! If

you find a vehicle that you believe has been smoked in, call us at 866.4ZIPCAR.

5. Pet carriers- Pets are welcomed to zip with you just so long as they are crated. If

you find a vehicle that you believe had a pet that was not in the crate, call us at

866.4ZIPCAR.

Personal Vehicle

If a Club wishes to travel by vehicle (personal or rental) the following requirements must be

met:

1. Each driver must have a copy of their driver’s license and automobile insurance on

file with the Club Sports office prior to travel.

2. Each driver must be certified through the Risk Management certification program.

The following safety policies must be followed when traveling by vehicle:

3. All travelers MUST wear seat belts or other approved safety restraint devices

required by law while the vehicle is in operation.

4. Passengers should help keep drivers alert and watch for signs of drowsiness.

5. Drivers must adhere to the posted speed limits, and must obey all traffic laws and

regulations.

6. A designated club member will serve as the navigator. The navigator will sit in the

front passenger seat and will remain awake throughout his/her duty as navigator.

7. Drivers are forbidden from using a cellular phone for any purpose while operating

the

vehicle.

8. Drivers are responsible for determining that no objects in the vehicle obstruct rear or

side views.

9. Driving between the hours of 12:00 a.m. (midnight) and 6:00 a.m. is strongly

discouraged except in an emergency situation.

10. The following regulations concerning the balance of driving, sleeping, and breaks

should be followed:

a. For every 4 hours of driving, drivers must take a 20 minute break.

b. For every 12 hours of driving, drivers must take a least a 4-hour rest period.

c. Alternate drivers must be provided, on file, and certified for trips expected to

take more than eight hours.

Airline Tickets

The Director of Intramural and Club Sports will aid Clubs in securing airline tickets for

travel. Clubs wishing to travel by air must begin the process at least twelve weeks prior to

travel.

Charter Bus

The Athletic Department has a special agreement with Scenic America Bus Company to

provide a discounted rate for bus rentals associated with the Athletic Department. Buses

are available in 31, 48, and 57 passenger capacities. In order to secure a bus for Club use,

the Club must submit in writing the following details to the Director at least 8 weeks prior

to travel. The information needed will be the size of bus, date and time of departure,

destination, and date and time of return. The fee for the bus includes all costs except

gratuity for the driver.

Driver’s Information

All drivers requesting to drive for any club sports activity must submit the following to the

Club Sports

Office:

1. Copy of valid driver’s license

2. Complete a Driver’s Privileges form

3. Complete a Motor Vehicle Record Verification Disclosure form

Lodging

When staying in hotels/motels, clubs are expected to accommodate four (4) to a room.

Exceptions: when male/female ratios make this impossible or when coaches travel with the

Club, they may have a separate room.

Food

Clubs will not be reimbursed for team dinners while traveling. Participants must be

prepared to incur the cost of food while traveling with the club. Items directly related to

athletic competition (sports drinks, protein bars, water, etc.) do not apply to this policy.

PUBLICITY

All promotional materials (including entry forms) require the approval of the Club

Sports office prior to printing and duplication. Club social events are not sponsored by

Recreational Sports and Fitness and must not be advertised as part of the official activities.

All approved promotional materials must include the approved stamp.

Web Pages

All Clubs MUST maintain a Club website. The following is the minimum expectation for

information on the website:

1. Must be updated by the first week of each semester.

2. Must provide representative’s contact name and e-mail for prospective members.

3. Must give an overview of the Club and its activities.

4. Must provide the current practice schedule with location and times.

Must provide the current competition schedule with location and time (if

applicable).

Must have a statement on the front page stating the “Club sponsored by the

Department

of Athletics and Recreation at American University” and provide a link

to www.american.edu/recfit or the Recreational Sports and Fitness logo that links to

the site.

If there are pictures on the website, they must be relative to the sport or activity of the club.

DO NOT post pictures of parties or social occasions.

Posting Fliers, Posters, and Publicity Materials in Jacobs Fitness Center

Limited bulletin board space is available in Jacobs Fitness Center to display Club posters,

pictures, flyers, and other information. Check with the Club Sport staff for permission to

have materials posted in the facility.

Posting Fliers, Posters, and Publicity Materials on Campus

For posting materials on campus the following guidelines must be followed:

All Club posters, pictures, flyers, and other information must be approved by the Club

Sport Staff prior to duplication and posting.

All items are to be posted only on bulletin boards. Materials may not be posted on a

bulletin board administered by a department unless approved by that department.

All posted material must specify in English the date, time, and location of the event as

well as the name of the Club.

Posted material should not cover any publicity posted for other events. However,

outdated information may be removed to make space for current information.

Posted materials are to be affixed with tacks or staples.

Posted materials may not advertise alcohol, drugs, gambling, or anything else that

would be in violation of University policies, either through language or artwork.

The Club is responsible for taking down all posted material upon completion of its

event.

For more information about posting on campus contact Student Activities in the Mary

Graydon Center 271 or 202-885-3390. For information on posting in Residence Halls

contact Housing and Dining Services, Anderson 1

Floor 202-885-3370.